Workplace Discrimination Grievance Procedure

  1. PURPOSE

    Gonzaga University has adopted these internal procedures to provided prompt and equitable resolution of complaints alleging violation of the University's Statement on Non-Discrimination and/or federal and state laws protecting employees from workplace discrimination on the basis of race, sex, religion, age, national origin, marital status, veterans status, sexual orientation, disability, and any other legally protected characteristic. This includes, but is not limited to, Title VII of the Civil Rights Act of 1964, Sections 503 and 504 of the Rehabilitation Act of 1973, Title III of the Americans with Disabilities Act (ADA), ADEA, ERISA,, and the Washington State Law Against Discrimination (RCW 49.60) and their implementing regulations. These procedures are applied to

    • protect the substantive rights of interested persons;
    • provide an appropriate and fundamentally fair resolution process;
    • assure compliance with the above named laws and their regulations

  2. APPLICATION

    1. Employees: This procedure should be used by all employee classifications (Executive, Administrative, Professional, Staff) for resolution of complaints alleging discrimination arising out of the employment relationship.

    2. Student Workers: This procedure should be used by students for resolution of complaints arising out of the employment relationship in connection with their status as institutional, state, or federal work-study employees.

    3. Job Applicants: This procedure should be used by applicants for employment with the University for resolution of complaints arising out of the recruiting, application, or employment process.

  3. PROCEDURES

    1. Informal Process

      1. Reports or discussions: Any person wishing to informally discuss or report matters of concern which could give rise to a complaint is encouraged to contact the University's EEO Compliance Officer, Gonzaga University, Spokane, WA, 99258, (509) 323-6910. The Compliance Officer will listen to the concern, inform the person of his/her rights, and explain options.

      2. Informal complaint: If a person wishes to proceed with an internal complaint of workplace discrimination, the complaint must be communicated verbally or in writing to the EEO Compliance Officer within 120 days of the most recent alleged discriminatory action. Complaints filed after 120 days will be processed at the Compliance Officer's discretion.

        The Compliance Officer will investigate the matter and will attempt to resolve the complaint informally through the parties' direct supervisory levels so as to avoid need for a formal complaint.

        The informal process should normally be completed within fourteen calendar days of the filing of the informal complaint. The EEO Compliance Officer will notify appropriate persons if additional time is needed, and an approximate time for completion.

        Normally the informal process will be used before a complainant can file a formal grievance. At the EEO Compliance Officer's discretion, a complaint may be resolved formally without first using the informal process, depending on the seriousness of the situation or other factors.

    2. FORMAL PROCESS

      If a complaint cannot be resolved informally, a formal grievance may be filed by employees, student workers, or job applicants and should be addressed to the following Review Officer:

      Vice President for Administration and Planning
      Gonzaga University
      Spokane, WA 99258
      (509) 323-6372


      who will review the matter or designate another person to do so.

      1. The person filing the grievance will submit the following information in writing to the Review Officer, no later than fourteen calendar days after completion of the informal process:

        • The name of the person filing the grievance (the complainant)

        • A brief description of the alleged discriminatory actions

        • The date(s) the action(s) occurred

        • The name(s) of the person or person responsible for the alleged discriminatory actions (the respondent).

      2. Additional investigation beyond that under the informal process will be conducted by the EEO Compliance Officer, who will provide results to the Review Officer.

      3. The complaint will be resolved by the Review Office based on investigation reports unless the Review Officer directs the parties to personally appear before the Review Officer. This process affords appropriate parties and their representatives, if any, opportunity to submit evidence to the EEO Compliance Officer and the Review Officer relevant to the complaint.

      4. A written determination as to the validity of the grievance and a description of the resolution, if any, will be issued by the Review Officer, with a copy to the complainant and respondent(s) normally no later than sixty calendar days after the formal grievance has been received by the Review Officer.

      5. If extenuating circumstances necessitate an extension of time, the Review Officer will notify the complainant and respondent in writing of the delay, and a reasonable time estimate for completion.

      6. The EEO Compliance Officer will maintain all files and records of the grievance.

    3. APPEAL

      1. Either the complainant or respondent may appeal the decision if either part is dissatisfied with the Review Officer's decision. Notice of appeal will be in writing to the EEO Compliance Officer within fourteen calendar days after the date of the Review Officer's decision. The appeal notice should contain the reasons for the appeal. The EEO Compliance Officer will provide a copy of the appeal to the other party involved in the complaint, who will then have fourteen (14) calendar days to respond in writing to the EEO Compliance Officer. The Compliance Officer will provide a copy of the response to the party filing the original appeal.

      2. The appeal will be heard and resolved by the

        President of Gonzaga University
        Gonzaga University
        Spokane, WA 99258
        (509) 323-6102

        who will either personally hear the appeal or designate another person to do so. Verbal argument, if any, will be at the President's or designee's discretion.

      3. The President or designee will normally issue a written decision on the appeal within twenty calendar days of the date the appeal was received by the President or designee. The decision will address the validity of the appeal and its resolution, if any. Copies of the appeal decision will be provided to the complainant and respondent.

        If extenuating circumstances necessitate an extension of time, the President or designee will notify the complainant and respondent in writing of the delay and approximate time for completion.

      4. The appeal is the final recourse within the University.


      The EEO Compliance Officer will maintain all files and records for this complaint process.

    4. OUTSIDE REMEDIES

      The right of a person to prompt and equitable resolution of complaints is not impaired by the pursuit of other remedies, such as filing a complaint with appropriate federal/state department or agencies. A person is not required to used this grievance procedure before pursuing other remedies. These agencies are:

      WASHINGTON STATE HUMAN RIGHTS COMMISSION
      905 West Riverside, Suite 416
      Spokane, WA 99201
      (509) 456-4473

      EQUAL EMPLOYMENT OPPORTUNITY COMMISSION
      Federal Office Building
      909 First Avenue, Suit 400
      Seattle, WA 98174
      (800) 669-4000

      U.S. DEPARTMENT OF LABOR
      Office of Federal Contract Compliance Programs
      1111 Third Avenue, Suite 610
      Seattle, WA 98101
      (206) 553-4508

      U.S. DEPARTMENT OF EDUCATION
      Office of Civil Rights
      915 Second Avenue, Room 3310
      Seattle, WA 98174
      (206) 220-7880
      TDD (206) 220-7907